The Executive Assistant provides administrative support to the Operations team. Responsibilities include coordinating various office functions such as multiple calendars, meetings, travel, expense reimbursement, writing and/or preparing reports, presentations, general correspondence, working on special projects, ordering supplies for the Operations teams as needed, setting up new team employees, and performing general administrative duties. Serves as a communications liaison for divisional and company personnel, as well as external contacts. This position will sit at our Medford, OR location.

Major responsibilities of the position are listed below. To perform the job successfully, the individual must be able to execute each essential duty satisfactorily. Other duties, assignments and specific projects may be assigned at the discretion of executive management.

• Provide general administrative support, which includes but is not limited to creating, maintaining, and editing documents, spreadsheets, files, and presentations.
• Coordinate, manage, and reconcile travel for both senior leadership and operations team members
• Heavy calendar management utilizing Microsoft Outlook; must be flexible with last-minute schedule changes and urgent meeting requests.
• Heavy telephone calls for the executive from both internal and external sources. Screen phone calls/solicitors answering, screening and returning calls thoroughly and with diplomacy per supervisor's instructions; handle routine items
• Coordinate meetings, including ordering meals, meeting room preparation, invitations, etc.
• Monitoring and addressing critical e-mail correspondence and preparing expense reports.
• Schedule, prepare and attend internal meetings to include preparing agendas, notes, and follow up action items for meetings.
• Prepare and maintain presentations and reporting materials.
• Facilitate visits from vendors, customers and key executives
• Demonstrate the ability to handle multiple tasks with little or no supervision.
• Other duties as assigned.

• A minimum of 2-5+years working as an administrative executive, coordinator or assistant.
• Ability to interface well with all levels of employees in a highly professional and friendly manner.
• Must have experience in a highly corporate environment in terms of dress and demeanor.
• Demonstrate the ability to communicate effectively and professionally with customers and external contacts to the organization.
• Possess a high degree of proficiency with MS Office products including Word, Excel, Access, Power Point and Outlook.
• Must be able to maintain the highest level of confidentiality.
• Ability to handle sensitive material concerning the organization and the executive's role within the organization.
• Demonstrated ability to handle multiple tasks simultaneously. Exceptional organizational skills required.
• Ability to meet designated deadlines and work effectively in a pressurized environment.
• Ability to work extended hours for special projects.

INDCH